How to Create HTML Email Disclaimers for Outlook

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Outlook is an e-mail client that holds e-mail, contacts and calendars. Outlook can also send HTML e-mails. Within these e-mails, users can set a signature that leaves a disclaimer for any recipient. This feature is often used by businesses with employees who send out e-mails to clients or contractors. The Outlook application will append the HTML disclaimer text to any outgoing e-mail automatically. This feature is added to all e-mail using the signature settings in the Outlook configuration dialogue area.

Skill level:
Moderately Easy


  1. 1

    Open Notepad. Click on the Windows "Start" button and select "All Programs." Choose the "Accessories" menu option and click on "Notepad." This opens the text editor.

  2. 2

    Type the text of your disclaimer signature. Save the Notepad file as a web page with the ".htm" extension to the desktop. Once it's saved, locate it on the desktop and double-click it to open it. Windows will automatically open it in a browser window. Highlight the text displayed and copy it by pressing "Ctrl" and "C" on your keyboard. This copies not only the text, but the HTML that encodes it.

  3. 3

    Open Outlook. Click the "Options" menu item. From the list, click the "Mail Format" option. Click the "Signature Picker" button. Select "New" from the options.

  4. 4

    Give your new signature a new name in the text box in the prompt. After the name is entered, click the "Next" button. Press the "Ctrl" and "V" buttons on your keyboard to paste the copied HTML and text for the disclaimer into the signature text box. Press the "Save" button.

  5. 5

    Click the "Tools" menu in the main Outlook menu bar at the top of the screen. Then select "Options." From the list, click the "Mail Format" tab.

  6. 6

    Select the newly created signature in the list box. Check the box labelled "Use this signature by default." Click the "Save" button.

  7. 7

    Test the new signature by sending yourself a new e-mail. The signature should display when you open up a new e-mail template. Read the disclaimer to ensure it's accurate.

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